Page 3 of 3 SOURCES SOUGHT SYNOPSIS 36C252-23-AP-3441 The Department of Veterans Affairs is issuing this source sought synopsis as a means of conducting market research to identify firms having an interest in and the resources to support a requirement for the Danville VA Medical Center (IL) to upgrade the security of its facilities by conducting a facility-wide rekey utilizing electronic cylinders and electronic keys The result of this market research may contribute to determining the method of procurement. The applicable North American Industry Classification System (NAICS) code assigned to this procurement is 561622 Locks & lock keying services (i.e., not combined with any other service). THERE IS NO SOLICITATION AT THIS TIME. This request for capability information does not constitute a request for proposals; submission of any information in response to this market survey is purely voluntary; the government assumes no financial responsibility for any costs incurred. Tentative requirements: I. General Requirements: As directed by the COR, Contractor shall supply and install all materials meeting required salient characteristics for this rekey project. Pricing shall be provided as a total Firm Fixed Price for estimated quantities with additional per unit pricing provided to support additional locations that may be required. No work shall proceed until the final quantities are approved by the VA. Contractor shall bid quantities and labor, to include installation of hardware, software and keys, testing, training and turnover associated with this project based on detailed door survey conducted by the contractor and approved by the VAMC for each door opening at their facilities. Contractor shall coordinate with VAMC personnel to obtain access rights for individual keyholders through in-person or virtual meetings. Contractor shall maintain the system and update keyholder access rights until project completion. Electronic Cylinders shall function in the VA s existing cylindrical and mortise locksets (current system Yale LFIC 6 pin). Any lockset which cannot utilize an electronic cylinder shall be identified in the site survey. Electronic core/key software shall be VA Technical Reference Model (TRM) approved. Electronic Keys shall operate Electronic Cylinders. II. QUALFICATIONS: Contractor shall have three years documented experience in the servicing of federal facilities and shall be approved by the owner. Contractor shall be certified by the electronic cylinder manufacturer to sell, install and support the electronic cylinders, electronic keys and associated software. A letter from the manufacturer verifying certification shall be included in the bid proposal. III. MAINTENANCE Contractor must have warranty/service technician within four (4) hour response time of the VAMC campus. IV. Warranty Standard Warranty Two year standard warranty on all materials Two Copies of the warranties must be provided to the owner upon substantial completion with the dates of warranty coverage noted. V. Electronic Keying System Salient Characteristics Electronic Cylinders Cylinders shall operate as a key-based product Electronic cylinders shall combine both electronic technology and mechanical pinning for two independent forms of security protection. Electronic cylinders shall offer pick resistant features as standard from the manufacturer in all cylinders, with spooled top and bottom pins Electronic cylinders shall eliminate the need to "rekey" mechanical cylinders, and allow electronic reprogramming of cylinders by authorized programming key. Electronic cylinders shall require no batteries or wiring to or within the door or lock. Any power provided to the cylinders shall be from the electronic keys. Electronic cylinders shall operate in existing door hardware prep to eliminate the cost of replacement hardware wherever possible. Electronic cylinder shall have non-volatile memory to store a minimum of 750 audit events, with the oldest record self-deleting after 750 events. Electronic cylinder shall record unauthorized entry attempts from keys that are not in the system, are outside of the schedule date or time range, are not programmed to open the specific cylinder, or are stored on internal black list. Electronic Keys Electronic Keys shall combine both electronic technology and mechanical pinning for two independent forms of security protection. Patented keyway shall be available in SFIC, LFIC, traditional key in cylinder and electronic cylinder options to reduce cost by ensuring the VA may utilize a common keyway without replacement of existing hardware. Electronic keys shall be capable of providing a single master key with over 1,000,000 (one million) usable, not interchangeable change keys in a single keyway. Mechanical security features shall include: Keys to be protected by U.S. Utility patent to ensure against unlawful key duplication. Keys shall be patent protected for a minimum of 8 years (2030) Electronic Security Features shall include: Key electronic security codes are to be unique to the VA system with electronic communication encryption. Keys to provide access with non-volatile system programming allowing loss of battery life to retain key access rights, and/or audit records. Electronic keys shall be designed to be programmed as user, control, setup, audit and operator with audit options. Electronic keys shall have an operating temperature of -4 F to 122F (-20C - 50C) Keys to allow different schedules for up to 30 different cylinder groups. Keys to operate cylinder type products with a minimum capacity of 1000 user groups per key and 1000 individual users per group. Keys to provide a time stamped audit for the most recent 1000 operations or attempted operations. Keys shall be powered by a common watch-style battery, with estimated 2 year or 20,000 openings per battery life. Keys shall provide multiple level battery indicators via visual and audible tone. Keys shall not be limited by a timeframe to unlock the cylinder once inserted if the key if properly authorized. Keys shall not require any additional maintenance beyond regular battery replacement. Programming devices Contractor shall provide four (4) local programming station including necessary cables to facilitate the programming of electronic cylinders and electronic cores as well as provide key revalidation, key firmware updates and audits. Contractor shall provide four (4) administrator keys for use with the local programming station. Contactor shall provide and install five (5) remote networked programming stations to enable remote key updates, key revalidation, key firmware updates and audits. Software Software shall be web-hosted and approved for use on the VA network. Software shall allow the programming of electronic cylinders and electronic keys either locally, or via remote programming devices. Software shall allow time stamp audit of electronic keys and electronic cylinders, either locally or via remote programing devices. Software shall allow the creation of individual users, or user groups to ensure ease of programming and maintenance of the electronic keys system. Software shall allow authorization of individual keys or user groups to specific time and date schedules, including the expiration of keys. Software shall allow the blacklisting of keys from electronic cylinders to eliminate risk association with lost keys and eliminate the need to rekey cylinders. Software to be web hosted./. Programming/ Installation Contractor shall be responsible for populating software database with door locations, core locations, keys and personnel to receive keys. Door locations upload will come from door survey to be done by Contractor. Employee name/duties will be supplied by the VA in a flat file. Key programming data shall be obtained through coordinated meetings between Contractor, VAMC COR, VAMC Locksmith, VAMC Engineering Department, and Care Line Personnel. VA/Police Services shall be responsible for programming all keys/cylinders and issuing of keys, with all key programming info supplied by the VA/Contractor in meetings above (1). Contractor shall be responsible for installing new electronic cylinders in designated doors as indicated by the VA and associating (entering into software) electronic cylinders with door locations from the Contractor s survey. Contractor shall be responsible for installing remote network programming devices, including but not limited to the necessary network and power cabling. VA shall provide a projected installation schedule, by department/bldg, with a minimum of 2 weeks advance notice for each. This will ensure both parties and all departments have had sufficient time to prepare for keying transition. VA shall issue new electronic keys to VA personnel prior to installation at specific departments. Contractor shall provide any user training instructions on electronic key usage. VI. Training Product & Software Training Contractor shall provide four (4) separate two (2) hour training sessions on software systems and associated keys & cylinders. While sessions shall be conducted at times to be determined by VA, first session shall be prior to commencement of installation and last session shall be at completion of installation. VA shall designate personnel who will attend the training sessions. VII. Hardware Schedule Contractor shall provide: Two Hundred and Fifty (250) electronic cylinders Yale LFIC 6-Pin. Basis of design Medeco X4 CLIQ (310100 M) or approved equal. Five Hundred (500) Electronic user keys. Basis of design Medeco X4 CLIQ (KEC 49X003) or approved equal. Four (4) Electronic Administrator Key. Basis of design Medeco X4 CLIQ (KEB49600C) or approved equal. Four (4) Electronic Control Keys (Yale LFIC 6-Pin). Basis of design Medeco X4 Cliq (KEC496013) Four (4) Electronic Key Local Programming Devices. Basis of design Medeco X4 CLIQ (EA-100179) or approved equal. Five (5) Medeco X4 CLIQ Remote Wall Programming Devices. Basis of design Medeco X4 CLIQ (EA-100180) or approved equal. Five (5) Ethernet Category 6 cabling network drop for PoE (Power Over Ethernet) For #6 above. One (1) Medeco CLIQ Enterprise Cloud Hosted Software. Basis of design Medeco CLIQ Enterprise Software (SW-500101-5) or approved equal. Three (3) Cloud Hosted Software Annual Recurring Maintenance Fee. Basis of design Medeco CLIQ (SW-500101-5) or approved equal. Labor to include door survey and coordination meetings with relevant VAMC Personnel to obtain data required for keyholder access, programming and issuance of all keys, programming and installation of all cylinders, installation of all server hardware and technology as defined in document number (ST-001195), installation of all remote programming devices, database imports as specified, training and technical support during product implementation. Five (5) Days of Manufacturer s Professional Onsite Services/Deployment Services. Basis of design Medeco Pro Services (SW-502Site). Eight (8) hours of Manufacturer s Professional Remote Software Training (see section VI. Training). Basis of design Medeco Pro Services (SW-503Remote). One Hundred (100) storeroom function, Yale LFIC, Grade 1, Curved Return Lever cylindrical locksets, Less Core, Chrome Finish. Basis of design: Yale PB5405LN x 626 x LC. If your Company has the potential capacity to perform these contract services, please provide the following information:1) Company name, address, email address, web site address, telephone number, and size and type of ownership for the company; 2) Tailored capability statements addressing the particulars of this effort, vehicle fleet size, and documentation supporting claims of organizational and staff capability. If significant subcontracting or teaming is anticipated in order to deliver technical capability, companies should address the administrative and management structure of such arrangements; and 3) Confirmation your company can meet the Limitations of Subcontracting should they apply (see below) The government will evaluate market information to ascertain potential market capacity to provide services consistent in scope and scale with those described in this notice and otherwise anticipated. Based on the responses to this synopsis and other market research, this requirement may be set-aside for veteran-owned small businesses (SDVOSBs or VOSBs) (limitation of subcontracting would apply), small businesses (limitations on subcontracting would apply) or procured through full and open competition. Limitations on Subcontracting 13 CFR §125.6 will apply to any procurement set-aside for veteran-owned small businesses (SDVOSBs or VOSBs) or small businesses. 13 CFR §125.6 states: (a) General. In order to be awarded a full or partial small business set-aside contract with a value greater than the simplified acquisition threshold (as defined in the FAR at 48 CFR 2.101) in paragraph (a) introductory text; and an 8(a) contract, an SDVO SBC contract, a HUBZone contract, a WOSB or EDWOSB contract pursuant to part 127 of this chapter, a small business concern must agree that: (1) In the case of a contract for services (except construction), it will not pay more than 50% of the amount paid by the government to it to firms that are not similarly situated. Any work that a similarly situated subcontractor further subcontracts will count towards the 50% subcontract amount that cannot be exceeded. Before any small or large business can be awarded a federal contract, a contracting officer (CO) must affirmatively determine that the firm is responsible to perform the specific contract it is otherwise in line to receive. If an apparent small business successful offeror is denied a contract award because it lacks certain elements of responsibility, the CO will refer the matter to the Small Business Administration. Once a CO s referral is received by the SBA s area office, the SBA will then inform the small business of the CO s determination and offer it the opportunity to apply to the SBA for a Certificate of Competency by a specific date. Burden of proof is on the small business to demonstrate that it meets specific COC eligibility criteria. After award, if a CO or other VA officials determine a review of limitations on subcontracting compliance is warranted based upon reasonable information of possible noncompliance, a request for review will be submitted to VA s Subcontracting Compliance Review Program. Submission Instructions: Interested parties who consider themselves qualified to perform the above-listed services are invited to submit a response to this Sources Sought Notice by 11:00 AM CST on July 7, 2023. All responses under this Sources Sought Notice must be emailed to
[email protected]. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions.